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How to Make Your PowerPoint Accessible for Everyone (Microsoft 365 Web App)

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Best practice is to use sans-serif fonts, rather than serif or decorative fonts. Sans serif do not have the decorative lines. The fonts would include Arial, Calibri, Century Gothic, Tahoma, and Verdana. The font size should be 24 pt font for the body text. The font could be larger depending on the audience or page layout.

How to Run the Accessibility Checker in PowerPoint.

  1. Select "Review" button.
  2. From the review ribbon select "Check Accessibility."
The PowerPoint home ribbon.

Some of the most common issues that will come out of the accessibility checker would include:

  1. Not having alt. text any images.
  2. Having graphs that are not formatted correctly or not having alt. text.
All the errors that were found in the Power Point.

If any of these come up there are articles that can help can be found Accessible Features PowerPoint

For more information on how to run the accessibility checker in PowerPoint you can go to How to Use the Accessibility Checker in PowerPoint (Microsoft 365 Web App).

How to Add Alternative Text (Alt. Text) to Images

Right-click on the image.

The menu after right clicking the image.

Select "Edit Alt. Text."

Same as the past image but with “Edit Alt. Text…” boxed.

In the box type in the relevant information that is needed to understand the presentation.

The box to add the alt. text for the image.

For more information on how to add Alt. Text to image you can go to How to Add Alternative Text (Alt. Text) to PowerPoint (Microsoft 365 Web App).

How to Change the Reading Order of the PowerPoint

From the Home ribbon:

  1. Select the three dots
  2. Select "Arrange"
  3. Select "Selection Pane"
The order to find the "Selection Pane." A number one next to the three dots, a number two next to "Arrange," and a number three next to "Selection Pane."

If using a PC there are two different ways of changing reading order selection pane and reading order. It is important to know which one you are using because they are different on the setup. Below are photos of to let you know which one is currently active. Changes in one does change the set up in the other.

This is the selection pane option. To use this one correctly the options, need to go from bottom to top in the order you would present. Meaning the first part you would present would go on the bottom and so forth working up to the top. In this example it would go with the title 1, text placeholder 5, text placeholder 2, and finally picture placeholder 11. The selection pane icon is on the right.

The selection pane with the reading order of the slide.  With selection icon boxed in black.

This is the reading pane option. To use this one correctly the options, need to go from top to bottom in the order you would present. Meaning the first part you would present would go on the top and so forth working up to the bottom. In this example it would go with the title 1, text placeholder 5, text placeholder 2, and finally picture placeholder 11. The reading order icon is on the right.

The reading order option with the reading order of the slide. With reading order icon boxed in black.

For more information on how to change the reading order of the PowerPoint you can go to How to Change Reading Order in PowerPoint (Microsoft 365 Web App).

Run Images That Colors can be Changed Through Color Checker

With how in depth, it goes into using color checkers you can find all the information in the next two articles:

How to Check Color Contrast with A11Y

Please note this will only work on Google Chrome. 

How to Check Color Contrast with Colour Contrast Analyser (CCA)

Please note you this will require you to download an application to your phone. 

How to Add Subtitles to Your Presentation

Select the Slide Show ribbon.

Power Point home ribbon.

Select "Always Use Subtitles."

The "Always Use Subtitles" button.

For more information on adding subtitles yo your presentation you can go to How to Use Subtitles in PowerPoint (Microsoft 365 Web App).

NOTE: Microsoft 365 (formerly Office 365)

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